Agenda 02/13/2018 Item #16E602/13/2018
EXECUTIVE SUMMARY
Recommendation to approve an expanded full time equivalent position for the Emergency
Management Division to hire a Volunteer Agency Coordinator.
OBJECTIVE: To coordinate with local and national non-profit and faith based organizations throughout
the year and manage the multitude of unsolicited goods and services that arrive to ensure the community
receives and has access to assistance and resources when disaster or community emergency situations
occur.
CONSIDERATIONS: At the Board’s Hurricane Irma After Action workshop on November 7, 2017,
staff and the Board’s report discussed the need to fill a Volunteer Agency Coordinator which had been
vacant and not filled during the recessionary period. Collier County, Everglades City, Immokalee, and
other communities in some cases were inundated with spontaneous and converging volunteers, donated
truckloads of un-sorted and unusable commodities. Management of these goods and well-meaning
volunteers generated a “disaster within a disaster” while attempting to manage the disaster survivor’s
needs with voluntary resources in the absence of any local coordination. In many cases there was a
duplication of effort, or areas identified that were potentially underserved by volunteer groups.
The Volunteer Agency Coordinator’s efforts will place the County in a better position to serve the needs
of disaster survivors and ensures a level of coordination with formal and informal spontaneous and
converging volunteers, donated goods, and out-of-state non-profit service organizations. This position
will have a substantial role in preparing non-profit organizations, faith communities, and the public with
the ways and means to provide a methodical, coordinated effort in the distribution of goods and servic es.
Such efforts are needed during all types of emergencies such as our recent hurricane and wildfire
operations as well any other emergent situations impacting our community where those in need may get
assistance outside of traditional government programs.
As with any major disaster, there are long-term community recovery needs. This position will work with
FEMA and Florida Division of Emergency Management and other local non-profit groups who will be
staffing additional disaster case workers in the months to come to help citizens with unmet long-term
recovery needs.
The Volunteer Agency Coordinator will work to fill the program gap in our county by establishing an
officially sanctioned Voluntary Organizations Active in Disaster (VOAD) and working with Volunteer
Florida to enhance the service and capability of our many fine local and regional volunteer and faith
communities through proper training, Emergency Operations Center support and coordinated resources to
serve our community. Recently over 20 non-profit human service agencies met with local Fire, EM and
Sheriff representatives strongly supporting the position and a renewed commitment to work collectively
during a disaster.
The position will also assist our Human Services Program Manager during blue sky conditions by
assisting our frail and elderly special and functional needs registry, new statutory requirements for
nursing homes and rest homes as well as support to field responses in an all -hazard situation when
needed. The Emergency Management Division has the necessary office space and program resources for
this effort.
FISCAL IMPACT: The salary range for this position is $57,469.00 to $88,789.00. The impact to the
FY18 budget is approximately $52,500.00 with benefits.
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02/13/2018
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal
issue, and requires majority vote for approval. -JAK
RECOMMENDATION: To authorize the County Manager to add an expanded FTE position to the
Emergency Management Division for a Volunteer Agency Coordinator Position Job Code -90017 and
authorize any necessary budget amendments to support the salary and benefits effective March 1, 2018.
Prepared by: Dan Summers, Director, Bureau of Emergency Services
ATTACHMENT(S)
1. Volunteer Agency Coordinator (PDF)
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02/13/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Doc ID: 4676
Item Summary: Recommendation to approve an expanded full time equivalent position for the
Emergency Management Division to hire a Volunteer Agency Coordinator.
Meeting Date: 02/13/2018
Prepared by:
Title: Executive Secretary – Emergency Management
Name: Kathy Heinrichsberg
01/26/2018 11:40 AM
Submitted by:
Title: Division Director - Bureau of Emer Svc – Emergency Management
Name: Daniel Summers
01/26/2018 11:40 AM
Approved By:
Review:
Emergency Management Daniel Summers Additional Reviewer Completed 01/26/2018 11:42 AM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 01/26/2018 2:23 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/26/2018 2:41 PM
County Attorney's Office Jeffrey A. Klatzkow Level 2 Attorney Review Completed 01/26/2018 4:30 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/26/2018 2:51 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 01/26/2018 3:32 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/29/2018 8:28 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/03/2018 8:42 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/13/2018 9:00 AM
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Y CrOT,fYLt
CLASSIFICATION TITLE:VOLT]NTEER AGENCY COORDINATOR
Job Code:
Pay Grade:
FLSA Status:
Salary:
900r7
tzt
Exempt
$27.6293 - $42.6870 - Hourly
$2,210.3462 - $3,4 14.9615 - Biweekly
$57,469 - $88,789 -Annual
PT]RPOSE OF CLASSIFICATION
The purpose of this classification is to develop and maintain parlnership arrangements with private,
public and voluntary sectors and the local communities to meet the service needs and operation
contract. This position will work consistently to ensure the continuous local development of the
Community Liaison Service; the position will ensure that all associated processes are accurate,
professional and consistent at all times. The position is expected to contribute to the overall success
of the organization in accordance with it aims, objectives, vision and values by providing a seamless
service to clients.
ESSENTIAL FTJNCTIONS
The following duties are normal for this position. The omission of specific statements of the
duties does not exclude them from the classification if the work is similar, related, or a logical
assignment for this classification. Other duties may be required and assigned.
Builds and maintain excellent relationships with key agency services, ensuring open communications,
cooperation and the rapid resolution of issues.
Supports the Emergency Management Division by appropriately guiding and applying agency
donations and volunteer services to assist citizens impacted by disaster.
Establishes, forms and operates a Collier County Volunteer Organization Assisting in Disaster
(VOAD) inclusive of non-governmental and faith based organizations.
Implements strategy for disaster preparedness, response, mitigation and recovery coordination in
cooperation with the Director of Emergency Management, Florida Division of Emergency
Management and Volunteer Florida.
Ensures pre, during and post disaster human service voluntary agency coordination with both
public and private agency partners to ensure a coordinated and well-documented human service
disaster relief efforts.
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Position Title Number
Leads Collier County Emergency Support Functions (ESF) 15 (volunteers and donations) by
building a team of professionals within the National Incident Management System (NIMS)
structure during Emergency Operations Center (EOC) activation and recovery. Initiates and
submits to the Director Incident Action Plans for Collier VOAD in time sensitive situations.
Develops and maintains contact information of community members interested in long term
recovery, and services each; coordinates communications with contacts, state VOAD, and
Federal FEMA Voluntary Agency Liaison.
Communicates and collaborates with 2ll or other information and referrals resources to develop
and maintain a resource guide for a long-terrn recovery group and public access.
Maintains situational awareness on all VOAD groups operating within the County and manages
the efforts ofspontaneous and converging volunteers or volunteer agencies.
Monitors and responds to social media for unsolicited donations activity and provides
intelligence to the VOAD and EM Director
Supports community efforts to recover and mitigates hazards, increase awareness of prevention
and mitigation measures, practices and programs. Writes articles from best practices and lessons
learned during the operation.
Ensures clear lines of communication and the ability to synthesize information from FEMA/State
or other local agencies.
Provides technical assistance and leadership to the voluntary agency community operations, to
include collaboration in the development or updating of incident and post-incident strategic
response and recovery plans to ensure that voluntary agencies and faith-based organization's
capabilities, specifically as they relate to emergency assistance, mass shelter, temporary housing,
feeding, donations and volunteer management of other voluntary agency disaster relief activities
as well as the "whole community" concept are understood and recognized in the plan.
Responsible in the development of certain sections of the Comprehensive Emergency
Management Plan, Annexes, and Standard Operating Guidelines (SOG's).
Assist with the coordination of the Special Needs Population Registry, Notification Systems and
Licensed Facility Plan reviews as required.
ADDITIONAL FTJNCTIONS
Performs other related duties as required.
In the event of a declared state of emergency, employees in this classification may be called to work
during days or hours other than those for which they are regularly scheduled.
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Position Title Number
MINIMUM QUALIFICATIONS
Bachelor's degree from an accredited college or university in emergency management, public
administration, marketing or communications; three to five years of experience in the voluntary
sector and,/or non-profit, multi-cultural environment or a related field; or any equivalent
combination of education, training, experience which provides the requisite knowledge, skills,
and abilities for this job. Must possess and maintain a valid Florida Driver's License with any applicable
endorsements and maintain eligibility requirements and endorsement(s) to drive a County vehicle as
provided in CMA 5805. Fingerprinting required.
PERFORMANCE APTITT'DES
Data Utilization: Requires the ability to determine, calculate, tabulate, and/or summarize data. Includes
performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to exchange information for the purpose of clariffing details
within well-established policies, procedures and standards.
Eouipment. Machinerv. Tools. and Materials Utilization: Requires the ability to operate and control
the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and
information.
Mathematical Antitude: Requires the ability to perform addition, subtraction, multiplication, and
division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and
the ability to interpret graphs.
Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or
diagrammatic form. Involves semi-routine standardized work with some latitude for independent
judgment concerning choices of action.
Situational Reasonins: Requires the ability to exercise judgment, decisiveness and creativity in
situations involving evaluation of information against measurable or verifiable criteria.
Leadershin:
Customer Service:
Financial Accountabilitv:
ADA COMPLIANCE
Phvsical Abilitv: Tasks require the ability to exert heavy physical effort in heary work, with greater
emphasis on climbing and balancing, but typically also involving some combination of stopping,
kneeling, crouching, and crawling, and the lifting, carrying, pushing, and/or pulling of moderately heavy
objects and materials (20-50 pounds).
Sensorv Requirements: Some tasks require the ability to perceive and discriminate colors or shade of
colors, sounds, depth, texture, and visual cues or signals. Some tasks require the ability to communicate
orally.
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Position Title
Environmental Factors: Performance of essential functions may require exposure to adverse
environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, temperafure and noise
extremes, fumes, hazardous materials, confined spaces, machinery, vibrations, electric currents, traffic
hazards, bright/dim light, toxic agents, disease, or pathogenic substances.
Collier County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County
will provide reasonable accommodations to qualified individuals with disobilities and encourages both prospective and
current employees to discuss potential accommodatioru with the employer.
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